What qualifies as a valid voided check?

A valid voided check shows the bank routing number and account number on the MICR line, has VOID written across the front without obscuring those numbers, and is provided by the account holder associated with the authorization.

Can I submit a bank letter instead?

Many payers accept a bank letter or account verification letter in lieu of a check; confirm with the requester which documents they accept before sending a bank letter.

Is it safe to email a voided check?

Avoid sending via unencrypted email. Use a secure portal, encrypted attachment, or the payer’s recommended secure upload to limit exposure of account details.

Do I need to notarize a voided check?

Notarization is rarely required for a voided check itself; only obtain notarization if the requester explicitly demands a notarized authorization or a state-specific rule requires it.

How do I revoke authorization?

To revoke ACH authorization, provide written notice per the authorization terms and to your bank; allow time for the payer and bank to process the revocation before scheduled transfers resume.

Can I sign and submit electronically?

Yes, electronic submission of a scanned voided check is commonly accepted. For consumer-facing financial authorizations, comply with ESIGN Act disclosure and consent requirements (15 U.S.C. ch. 96).

Electronic Signature
Templates
Finance
Bank Voided Check Form

Bank Voided Check Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Bank Voided Check Form

Use this form to provide bank account details and authorize electronic credits or debits (ACH) associated with the attached voided check. Complete all fields accurately. An attached voided check is required unless bank documentation showing routing and account numbers is supplied.

Account Holder Information

Account Holder Name Company / Organization Receiving Funds Account Holder Address

Phone

Email

Bank Information

Bank Name Bank Address

Bank Phone

Routing Transit (ABA) Number

Account Number

Account Type (select one) Checking Savings

If both boxes are selected, processing may be delayed. Provide a bank letter if unsure.

Check Number (if available)

Attachment

Attach an original voided check to this form by writing the word VOID across the front of the check. Do not obscure the routing or account numbers. If a check is not available, provide a bank letter on institutional letterhead showing routing and account numbers.

I have attached a voided check or bank letter to this form

Authorization and Certification

By signing below, Account Holder Name: authorizes Company / Organization: to initiate electronic credit and, if necessary, debit entries to the bank account identified above for the purpose of direct deposit, payment of authorized amounts, or reversal of erroneous transactions. This authorization remains in effect until revoked in writing with at least three business days' notice to the Company and the bank.

Account holder certifies that they are an authorized signer on the specified account, that the information provided is true and correct, and that the bank named above is a U.S. financial institution authorized to accept ACH entries. Account holder agrees to indemnify and hold harmless the Company for losses resulting from inaccurate or incomplete information supplied by the account holder.

This authorization is subject to the rules of the national clearinghouse and applicable law. The Company reserves the right to suspend electronic processing pending verification of bank information. Account holder acknowledges that a verification debit and/or credit of small value may be initiated to confirm account data.

Additional Instructions / Notes

Privacy & Liability Notice

Information collected on this form will be used solely for the purpose of completing banking transactions authorized herein. Account numbers and routing information are sensitive financial data; the Company will treat such information confidentially and will use customary safeguards to protect it. The Company is not responsible for delays or losses resulting from inaccurate information supplied by the account holder.

Printed Name:

Signature:

Date:

What a Bank Voided Check Form Is and when it’s used

A Bank Voided Check Form is a cancelled check or a form containing a scanned check image marked VOID and accompanied by the account holder’s identifying information. Employers, payroll providers, landlords, and payment processors use a voided check to obtain accurate bank routing and account numbers for ACH direct deposit, automatic withdrawals, or one-time electronic transfers. The void mark prevents the document from being negotiated while preserving the information banks require to set up electronic transfers. A voided check is documentation only; it is not a substitute for a signed authorization where separate consent is required.

Why providing a voided check matters for payment setup

A voided check reduces errors by giving a payer the exact routing and account numbers needed for ACH transfers, lowering the chance of returned payments or misapplied deposits. It also provides a verifiable, bank-issued data source that accelerates account verification and onboarding.

Who commonly requests or provides a voided check

Typical requesters and providers span payroll, property management, and financial operations; each party relies on the voided check to confirm routing data before initiating ACH activity.

Payroll departments and payroll providers who need direct deposit routing and account numbers for new hires or changes.
Landlords and property managers setting up automatic rent withdrawals for tenants.
Utility or subscription providers and accounts payable teams establishing recurring ACH debits.

In most cases the account holder signs or otherwise authorizes the ACH setup separately; the voided check supplies the technical banking details needed to complete the payment configuration.

Primary roles involved with the form

Payroll Administrator

Handles onboarding and vendor payments; compares the voided check routing and account numbers to payer-provided data, updates payroll systems, and confirms ACH test transfers as needed to avoid returned deposits.

Account Holder

The individual or business that provides the voided check; must ensure the name on the check matches the name used in authorization forms and that account details are correct to prevent misapplied or returned payments.

Step-by-step: Preparing and submitting a voided check

Follow these steps to produce a valid voided check and deliver it securely to the requester.

01

Step 1: Obtain an unused check from your checkbook or a bank-issued starter check.
02

Step 2: Write VOID across the front in large letters without obscuring routing/account numbers.
03

Step 3: Fill any required form fields (name, bank, routing, account) and date the page if requested.
04

Step 4: Send the voided check via the method the requester specifies (secure portal, encrypted email, or in person).

Common routing and processing flow after submission

After you provide the voided check, requesters typically verify the account and schedule ACH setup; banks and software vendors may run micro-deposits or validation APIs to confirm control.

Receive Document: Payroll or billing receives the voided check and logs the submission into the vendor system.
Verify Account: Bank or processor confirms routing and account using automated validation or micro-deposits.
Authorize ACH: Account holder provides written or electronic authorization for recurring or one-time debits.
Activate Payments: ACH transfers commence on the next scheduled payroll or billing cycle after verification.

Accepted submission methods and platform compatibility

Choose a secure channel the requester specifies; common options include secure vendor portals, encrypted email attachments, or direct uploads to HR/payroll systems.

File Formats: PDF, PNG, JPG
Integrations: Works with HR and ERP systems
Authentication: Two-factor or SSO available

If you submit electronically, confirm the recipient system supports ISO-standard PDFs and stores an audit trail. For high-volume or recurring onboarding, integration with payroll or accounting systems reduces manual entry errors.

Common mistakes to avoid

Obscuring the MICR line with ink or stamps that make numbers unreadable.
Providing a check from a different account holder than the authorization form.
Sending the check via unencrypted email to an unknown recipient.
Failing to sign or date additional authorization forms required by the payer.

Practical risks and downstream consequences

Returned ACHs: Bank rejects transfer

Delayed Payments: Payroll or billing holds funds

Bank Fees: Insufficient funds charges

Identity Exposure: Unauthorized access risk

Reconciliation Errors: Misapplied deposits

Authorization Gaps: Missing written consent

Security and compliance considerations for electronic submission

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Audit Trail: Timestamp and IP logging

HIPAA Support: BAA available

ESIGN / UETA: Legally recognized

Access Controls: SSO and role-based access

Comparing eSignature vendors for submitting a voided check

Small organizations commonly choose an eSignature solution that supports secure uploads, audit trails, and integrations with payroll or accounting systems; below is a vendor feature snapshot with signNow first.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-world examples of voided check use

Below are two representative scenarios showing how a voided check fits into common payment workflows.

Payroll Setup Example

A new hire provides a voided check and a signed direct deposit authorization to HR to enroll in payroll.

The payroll team verifies the routing and account numbers with an automated bank API.
After verification, the employee’s first net pay is deposited via ACH on the first payroll cycle that follows completion of the verification process; the voided check remains on file for reconciliation.

Tenant ACH Authorization

A property manager requests a voided check to set up monthly rent collection from a tenant.

The manager attaches the voided check to the ACH authorization form.
Once the tenant signs the authorization and the account is verified, recurring rent debit occurs automatically on the agreed dates and records are retained per property management policies.

Frequently asked questions about Bank Voided Check Forms

Answers to common questions about creating, submitting, and securing a voided check.

Need help? Contact support

What qualifies as a valid voided check?
A valid voided check shows the bank routing number and account number on the MICR line, has VOID written across the front without obscuring those numbers, and is provided by the account holder associated with the authorization.
Can I submit a bank letter instead?
Many payers accept a bank letter or account verification letter in lieu of a check; confirm with the requester which documents they accept before sending a bank letter.
Is it safe to email a voided check?
Avoid sending via unencrypted email. Use a secure portal, encrypted attachment, or the payer’s recommended secure upload to limit exposure of account details.
Do I need to notarize a voided check?
Notarization is rarely required for a voided check itself; only obtain notarization if the requester explicitly demands a notarized authorization or a state-specific rule requires it.
How do I revoke authorization?
To revoke ACH authorization, provide written notice per the authorization terms and to your bank; allow time for the payer and bank to process the revocation before scheduled transfers resume.
Can I sign and submit electronically?
Yes, electronic submission of a scanned voided check is commonly accepted. For consumer-facing financial authorizations, comply with ESIGN Act disclosure and consent requirements (15 U.S.C. ch. 96).

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